Hoar
Administrative Assistant - Technology Division
Hoar, Birmingham, Alabama, United States, 35275
Description
The Administrative Assistant is responsible for handling administrative duties for the Technology Division
Responsibilities:Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately, answer and direct phone calls or take messages for appropriate parties.Perform general administrative duties such as preparing plans and specifications for pickup/shipment, filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, sorting and distributing correspondence, manage service agreements and maintenance contracts.Create IT Billing for all jobs and divisions monthly. This includes telecom and all equipment rental invoices and billing for external customers.Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.Approve and code all IT related invoices within the Imaging system, monitor payments to vendors.Place orders with preferred vendors after proper approval has been received.Work with the IT division head on monthly cash flow and budgeting across divisions.Maintain the IT inventory database. This will include the add/removing/assigning of all equipment during the acquisition/transferring/retirement process. Schedule/organize bi-annual disposalsReconcile credit card receipts.Maintain time and attendance records for IT DivisionMaintain software licensing records and contract filesRequirements:
High School Diploma, GED or equivalent1-2 years of experience providing administrative support preferably in the IT or A/E/C industryKnowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.Proficient in MS OfficeGeneral basic knowledge of and ability to learn new software and other related programs and systems.
Hoar Holdings is an EOE - Race/Color/Sex/Religion/National Origin/Sexual Orientation/Gender Identity/Vets/Disabilities
#AlwaysInProcess
The Administrative Assistant is responsible for handling administrative duties for the Technology Division
Responsibilities:Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately, answer and direct phone calls or take messages for appropriate parties.Perform general administrative duties such as preparing plans and specifications for pickup/shipment, filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, sorting and distributing correspondence, manage service agreements and maintenance contracts.Create IT Billing for all jobs and divisions monthly. This includes telecom and all equipment rental invoices and billing for external customers.Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.Approve and code all IT related invoices within the Imaging system, monitor payments to vendors.Place orders with preferred vendors after proper approval has been received.Work with the IT division head on monthly cash flow and budgeting across divisions.Maintain the IT inventory database. This will include the add/removing/assigning of all equipment during the acquisition/transferring/retirement process. Schedule/organize bi-annual disposalsReconcile credit card receipts.Maintain time and attendance records for IT DivisionMaintain software licensing records and contract filesRequirements:
High School Diploma, GED or equivalent1-2 years of experience providing administrative support preferably in the IT or A/E/C industryKnowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.Proficient in MS OfficeGeneral basic knowledge of and ability to learn new software and other related programs and systems.
Hoar Holdings is an EOE - Race/Color/Sex/Religion/National Origin/Sexual Orientation/Gender Identity/Vets/Disabilities
#AlwaysInProcess